PHA Vendor Engagement Process

Vendor expresses interest through networking events, conferences, website contact form, or direct outreach to SDL.

System automatically creates vendor record with contact information, certification status, service categories, and NAICS codes.

Automated personalized email sent thanking vendor for interest, providing PHA registration instructions and portal link.

System checks vendor against certifying agency databases (OEO, PAUCP, SEPTA, etc.) and flags certification status and expiration dates.

Automated email with scheduling link sent for 20-minute discovery meeting. Calendar integration prevents double-booking.

SDL conducts discovery meeting to understand capabilities, experience, capacity, and service area. System provides meeting template and prompts.

SDL enters meeting insights into system. AI assistant suggests relevant PHA departments and contract categories based on conversation.

System automatically identifies relevant stakeholder departments (SCM, Development, Operations, RPP, IT) based on vendor capabilities.

Automated personalized email sent with PHA portal links, relevant solicitation categories, and next steps for staying engaged.

System generates one-page vendor profile with capabilities, certifications, past projects, and contact information for internal distribution.

Automated email sent to relevant department managers with vendor profile, highlighting alignment with their procurement needs.

System compiles monthly summary of all engaged vendors by category, automatically distributed to SCM, Development, Operations, and RPP teams.

When new solicitations posted, system automatically notifies matched vendors based on their service categories and certification status.

System monitors certification expiration dates and sends automated reminders to vendors 60 days before expiration, with copy to SDL.

System prompts SDL for quarterly follow-up with engaged vendors. Templates provided for efficient relationship maintenance.

When vendors are awarded contracts, system automatically updates their profile and flags them for success story documentation.